1-25-051 Scope of Services.pdf

Jackson County, Missouri Request for Proposal No. 25-051

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking proposals for Twenty-Four (24) Month Term Contract with One (1) Twelve Month Options to Extend for the furnishing of Process of Legal and Administrative Documents Services for use by the Family Support Division of the Jackson County, MO Prosecuting Attorney’s Office.

1.2 Jackson County, Missouri Request for Proposal No. 25-051 has a response deadline of 2:00 p.m., CT on January

13, 2026.

1.3 Proposals must be submitted electronically through the Jackson County Bonfire Portal at https://jacksongov.bonfirehub.com. Proposals submitted by any other method will not be accepted.

1.4 Jackson County reserves the right to split the contract award.

1.5 Jackson County reserves the right to request clarifications on any bid.

1.6 Successful Respondent will serve Legal and Administrative Documents for the Family Support Division in Jackson County, Missouri; in the Missouri Counties of Cass, Clay, Platte, Buchanan; and in the Kansas Counties of Leavenworth, Wyandotte and Johnson.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Request for Proposal shall be communicated electronically through the Jackson County

Bonfire Portal via the Opportunity Q&A on the Request for Proposal.

2.2 All questions must be received in the Bonfire Portal by 5:00 p.m., CT on January 6, 2026.

2.3 All answers to questions will be published via Addenda/Amendment to the Request for Proposal on the Jackson

County Bonfire Portal. Bonfire will only notify the Respondent(s) of questions answered and addendums issued if they have obtained this Request for Proposal through Bonfire.

2.4 Respondents and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must follow this procedure. Bidders or their agents may not contact any other County staff regarding matters covered by this Request for Proposal during the solicitation and evaluation process. Inappropriate contact is grounds for REJECTION of the Respondent’s Proposal.

3.0 BIDDING REQUIREMENTS

3.1 All work performed under this Contract shall be performed in the Greater Kansas City Metropolitan Area which is defined by the eight (8) County area of:

Cass County, MO Clay County, MO

Jackson County, MO Lafayette County, MO

Platte County, MO Ray County, MO

Johnson County, KS Wyandotte County, KS

The Greater Kansas City Metropolitan area is defined by the eight (8) County area. If the Respondent is not located in the Greater Kansas City Metropolitan Area, documentation on company letterhead MUST BE submitted with your bid response detailing how your company would perform the work detailed herein.

3.2 MBE/WBE/VBE Goals: Compliance with Chapter 6 of the Jackson County Code for Minority, Women and VETERAN Business Utilization may be required on this Request for Proposal. The MBE/WBE/VBE Participation Affidavit (Attachment C) must be filled out and returned with your response. If the MBE/WBE/VBE Participation https://jacksongov.bonfirehub.com/

Affidavit has goals assigned, the Recommended Awardee(s) will be required to submit a List of Intended Subcontractors (LIS) to the Compliance Review Office for approval before the final award.

3.3 Document Submittal: All documents listed herein the Required Submittal (Section 8.0) shall be submitted individually per the required document. Please do not submit bulk PDF documents of all the required documents for each individually required document.

3.4 If bid documents are obtained by the Respondent from a source other than Bonfire, it will be the Respondent’s responsibility to verify all pertinent information (i.e. Response deadline, question deadline, Intent to Bid deadline, Addendums) in the Bonfire Portal.

4.0 AWARD REQUIREMENTS

4.1 Certificate of Insurance: The Successful Contractor will be required to submit to the Purchasing Department a

Certificate of Insurance meeting or exceeding the positions of Item 15 “General Conditions” and Exhibit A included herein within ten (10) business days after receiving Notification of Award. The Certificate of Insurance must be received by the County prior to the commencement of any work on this contract.

4.2 Exempt Entity: Jackson County, Missouri is an exempt entity under Section 144.062 Revised Statutes of Missouri.

Upon the request of the Successful Respondent, Jackson County will issue a project specific Missouri State Sales Tax Exemption Certificate to the Successful Respondent and their named subcontractors to be utilized during the performance of this Contract. The certificate must be requested prior to the purchase of any goods, supplies, materials and/or equipment. Under no circumstances will this certificate be backdated to cover goods, supplies, materials, or equipment already purchased.

4.3 W-9 Form: The Successful Contractor must provide a complete IRS W-9 Form for this Contract.

4.4 Other Licenses: The Successful Respondent must provide, upon written request, evidence of current required

Federal, State, and Local Occupational Licenses.

4.5 Dedicated email addresses: All Purchase Orders, Award Letters and other information will be issued to awarded Bidders via email. It is the Bidders’ responsibility to provide two (2) updated email addresses for their company with their bid. It shall also be the responsibility of the awarded Respondents to keep the County updated on any changes to their email addresses during the term of any resulting contract.

4.7 EXPERIENCE: The Successful Contractor must have a minimum of five (5) years’ experience in the work described in the specifications and list references showing contracts held by your company, providing the same services for other municipalities. References and years’ experience per Attachment 2. NOTE: Do not list Jackson County, Missouri as a reference here.

5.0 SCOPE OF SERVICES

5.1 REQUIREMENTS

5.1.1 Successful Respondent’s leadership team must have, at a minimum, three (3) years’ experience in and a demonstrated record of success in the private process service and knowledge of the methods and legal requirements of Service of Process of Legal and Administrative documents.

5.1.2 Successful Respondent shall comply with all Federal, State, Local Laws and Court Rules and the specific directives of Jackson County. Jackson County will not pay for services that do not comply with all Federal, State, Local Laws, Court Rules and the directives of Jackson County, Missouri.

5.1.3 Successful Respondent will be required to sign a Confidentiality Agreement, a sample of which is included herein in Attachments.

5.1.4 Successful Respondent’s Process Servers must be approved and authorized by the 16th Judicial Circuit

Court (Jackson County, Missouri) and will provide the Family Support Division with the numbers assigned by the Court to every one of the firm. The application required to obtain Private Process Server (PPS) numbers from the 16th Judicial Circuit Court (Jackson County) must be completed annually, for all process servers that serve Jackson County, not later than 10 days after the Court begins accepting applications for the subsequent year.

5.1.5 Successful Respondent must provide documentation that they have adequately trained and qualified process servers and office employees for the volume of work estimated in this contract, in addition to their employees that service other contracts/clients and shall maintain adequate process servers and office employees to complete all contractual requirements set forth herein.

5.1.6 Estimated annual volume for this contract: 1500 to 2000 documents

5.1.7 Successful Respondent is responsible to furnish all material, equipment, labor, facilities and supplies to perform the services required and meet all contractual requirements herein.

5.2 GENERAL

5.2.1 Jackson County will not pay more than $15 for unsuccessful or non-established service attempted in

Jackson County, Missouri.

5.2.2 Successful Respondent’s staff shall be available at no cost to Jackson County to testify in the Jackson County Circuit Court when service is contested.

5.2.3 “Service of Process” shall be in accordance with all Federal, State and Local Laws and Court Rules.

5.2.4 Successful Respondent will perform field service of process of Legal and Administrative Documents, such as summons, petitions, order to show cause, subpoenas, administrative documents and other legal documents as required.

5.2.5 The first attempt at service is to be made within seven (7) calendar days of the date of receipt of the service packet. The first attempt at service, and all subsequent attempts at service and additional field notes are to be entered in the Successful Respondent’s database.

5.2.6 Successful Respondents, whenever possible, will attempt and perform personal services by delivery of the service documents to the person named on the face of the document or authorize agent.

5.2.7 If personal service is not possible, Successful Respondent will comply with all laws and local rules in serving another party in the household. The Successful Respondent will make every attempt to obtain the relationship, name and age of the party served to the person to whom service is being executed. Note:

service cannot be made on a person under 18 years of age in Missouri.

5.2.8 In any attempt to serve, the Successful Respondent shall use diligence and perform reasonable professional inquiries, to include but not limited to, checking with the neighbors, property managers, employers, surveying vehicles and license plates. The Successful Respondent will also perform a “skip-trace”, which at a minimum includes credit reporting agencies, prior to determining the process cannot be served on a case.

5.2.9 Service process is to be completed within thirty (30) days of the issuance by the Court of Summons, within thirty (30) days from receipt of administrative documents, and by the tenth (10) calendar day preceding the scheduled court date for hearing on an Order to Show Cause.

5.2.10 The Successful Respondent must make multiple attempts at service throughout the period allotted for service of process or will advise Jackson County, Missouri Family Support via phone or email that there is not viable information to proceed and give Jackson County, Missouri Family Support an opportunity to provide an additional address prior to returning the document not served.

5.2.11 The original, complete and accurate, return of service/proof of service signed by the person performing the services must state the time, date and location of service, and is to be provided no later than five working days from the date of service. The field sheet detailing all attempts at service of process and notes must be included with the return of service. Non-est service affidavits/returns will be provided within ten (10) calendar days of the last allowable date to serve the documents.

5.2.12 The Successful Respondent upon reasonable notice by the Jackson County, Missouri Family Support

Division, will attempt service at a specific place, date and time.

5.2.13 If more than one party can be found at one address, the Successful Respondent shall use all efforts to serve multiple parties at one time. Successful Respondent shall only charge for one service.

5.2.14 The Successful Respondent will keep all legal and administrative documents secured and confidential.

Successful Respondent shall not integrate any information provided by the Jackson County, Missouri Family Support Division with any of the Successful Respondents’ other client records, data and files and cannot be used by the Successful Respondent for any other purpose. The Successful Respondents must advise the Jackson County, Missouri Family Support Division within one (1) day of discovery that any legal document is lost, stolen, or there has been activity that may severely impact service of the documents.

The Successful Respondent must have software and security protocols in place to protect all data provided by the Jackson County, Missouri Family Support Division when kept in electronic manner.

5.2.15 If the Jackson County, Missouri Family Support Division requests the Successful Respondent stop service of process, the Successful Respondent will stop service of process within forty-eight hours of request at no cost to the County.

5.2.16 The Successful Respondent will inform the Jackson County, Missouri Family Support Division of newly discovered addresses for parties.

5.2.17 If there is an error in the return of service, the Successful Respondent shall re-submit a corrected return of service within five (5) business days of being advised by the Jackson County, Missouri Family Support Division that a corrected return of service is necessary.

5.2.18 If the party to be served is known to be at a specific place on a specific date and time (i.e.: work, custody exchange, court date) the Successful Respondent will make a reasonable attempt to be at the specified location at the specified time.

5.2.19 It is preferred that the Successful Respondent take a photo of the person served, and or the location/vehicle where service of process occurred.

5.2.20 If an out-of-state service is required, Jackson County, Missouri Family Support Division at its option may notify the Successful Respondent who shall then utilize its resources to obtain a process server in the locale where service is to be accomplished. The out of state process server shall be considered to be an agent of the Successful Respondent and must be qualified with experience in and have a demonstrated record of successful Service of Process of Legal and Administrative documents. The out of state process server shall comply with all Federal, State, Local Laws and Court Rules, including an application with the Jackson County, Missouri Circuit Court for Private Process Service (PPS) number and following up to obtain a PPS number for that out of state process server. The Successful Respondent shall notify the Jackson County, Missouri Family Support Division of the estimated charges for out of state service and obtain approval from the Jackson County, Missouri Family Support Division to utilize the out of state process server. The Successful Respondent shall make payment to the out-of-state process server and thereafter, provide the Jackson County, Missouri Family Support Division with an invoice for the services provided by the out-of-state process server.

5.3 TECHNOLOGICAL

5.3.1 Jackson County, Missouri Family Support Division requires that the Successful Respondent must be technologically equipped. This will require at a minimum internet access, printer, copier, and computer hardware, with a database that organizes and keeps track of case activity. Selected Jackson County, Missouri Family Support Division staff shall be able to remotely access information regarding service activities on the documents given to the Successful Respondent. It is preferable that all field sheets, service returns and photos be available to Jackson County via remote access.

5.3.2 The Successful Respondent is required to have email capability and respond to inquiries from Jackson County, Missouri Family Support Division staff regarding specific cases within twenty-four (24) business hours.

5.3.3 The Successful Respondent must be able to provide, at any time, with a list of service packets/summons currently in the Successful Respondent’s possession.

5.4 COMMUNICATIONS

5.4.1 The Successful Respondent will respond to email or phone calls from the Jackson County, Missouri Family

Support Division staff within twenty-four (24) business hours of receipt.

5.4.2 The Successful Respondent shall provide contact information and be accessible via phone during regular business hours.

5.5 PICK-UP AND DROP-OFF OF DOCUMENTS

5.5.1 The Successful Respondent will provide a courier who will pick up and drop-off documents at a minimum of two times per week, preferably Tuesday and Friday, except for Jackson County, Missouri holidays, at the Jackson County, Missouri Family Support Division, 324 East 11th Street, Suite 1100, Kansas City, Missouri 64106. The Successful Respondent may contact designated staff at Jackson County, Missouri Family Support Division no later than 2:00 PM on workdays to see if there is a need to pick up documents.

5.6 INVOICE PROCEDURE

5.6.1 Invoices must be legibly prepared and include the Court Case Number, MACSS Case Number, and the CS case/number name of party to be served, whether service was successful and the location of service, including the date and time.

5.6.2 Invoices must be submitted on a weekly basis with the returns of service as directed to the Jackson County, Missouri Family

5.7 PROCESS SERVER REQUIREMENTS

5.7.1 Successful Respondent’s Process Servers must be adequately trained and qualified process servers, authorized by law, in possession of a valid driver’s license (or be driven by a licensed driver), and submit to a background check, if required.

5.7.2 Process Servers should always be professional while providing services.

5.7.3 Process Servers should be knowledgeable of and follow all laws, rules and regulations regarding process service.

5.7.4 Process Servers should be without personal interest or involvement with any individual to be served or party to any case action.

5.7.5 Process Servers shall return documents within the timeframes designated.

6.0 PROPSAL FORMAT

6.1 Respondent’s proposal shall be on company letterhead and consist of the following:

6.1.1 Cover Letter, to include the following:

6.1.1.1 Respondent’s Name

6.1.1.2 Respondent’s Address

6.1.1.3 Respondent’s Telephone Number

6.1.1.4 Contact Person’s Name

6.1.1.5 Contact Person’s Title

6.1.1.6 Contact Person's Telephone Number

6.1.1.7 Contact Person’s Email Address

6.1.2 Description of Respondent’s General Background to include the following:

6.1.2.1 Year of inception and history

6.1.2.2 Ownership structure

6.1.2.3 Ability to provide the services requested

6.1.3 References: Provide at least three detailed references for which Respondent has provided similar services.

References should include business name, contact name, telephone number and email address.

6.1.4 Provide your business plans to approach serving parties, time of day service might be attempted, the information your firm captures on both successful and unsuccessful attempts at service.

6.1.5 Respond to the following questions:

6.1.5.1 Are there any civil or criminal actions pending against your firm or any key staff related in any way to the services to be performed for the County? If yes, please explain in detail.

6.1.5.2 Are there any resolved disputes or allegations against your firm or any key staff related in any way to the services to be performed for the County? If yes, please explain in detail.

6.1.5.3 Has your firm ever been disqualified from working in the County or any other public entity? If yes, please explain in detail.

6.1.6 Pricing: Provide the cost to provide these services; pricing should cover all of the services described in the Scope of Services, including services in the following Counties: Jackson, Platte, Clay, Buchanan, Johnson and Lafayette Counties in Missouri; Leavenworth, Wyandotte and Johnson Counties in Kansas.

7.0 EVALUATION PROCESS

7.1 All proposals that are responsive to the General Conditions, Specifications, and other provisions of this Request for

Proposal will be evaluated.

7.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate proposals and make recommendations.

7.3 The Evaluation Committee will consider various factors when evaluating the responses to this Request for Proposal, including, but not limited to responsiveness to the Request for Proposal, respondent qualifications, experience and pricing as follows:

7.3.1 Responsiveness to Request for Proposal – Pass/Fail

7.3.2 Respondent Qualifications and Experience – 45 points

7.3.3 References – 10 Points

7.3.4 Pricing – 45 Points

Total – 100 Points

7.4 Jackson County, Missouri shall be the sole judge of the proposals submitted, and its decisions shall be final.

7.5 Jackson County, Missouri reserves the right to consider historic information and fact, whether gained from the

Respondent’s proposal, question and answer conference (if required), references, or any other source, in the evaluation process. Jackson County, Missouri also reserves the right to negotiate all terms and conditions as part of the final contract.

7.6 The Respondent is cautioned that it is the Respondent’s sole responsibility to submit requested information related to the evaluation process and that Jackson County, Missouri is under no obligation to solicit such information if it is not included with the Respondent’s proposal.

8.0 CONTRACT NEGOTIATIONS

8.1 Upon the selection of the successful Proposal, a contract incorporating the General Conditions, Scope of Services and any other provisions of this Request for Proposal acceptable to both parties will be prepared and executed by both parties. Should the parties, within a reasonable time frame, as determined by Jackson County, Missouri fail to develop and execute a mutually agreeable Contract, and upon a three (3) business day notification to the selected respondent, the County may reject the proposal and proceed to award the Contract to the next “best” respondent.

8.2 Pursuant to Section 610.021 RSMo, proposals and related documents shall not be available for public review until a contract has been awarded, or all proposals are rejected.

8.3 In no event will the following be considered confidential or exempt from the Missouri Sunshine Law:

8.4 The County does not generally use standard contract forms which may be provided by the Respondent. The contract documents used by the County will include both the Request for Proposal and the Respondent’s proposal. If conflicts in language exist between the Request for Proposals and the Respondent’s proposal, the provisions of the Request for Proposal shall govern. The Respondent shall list all exceptions as instructed under General Conditions, Item Number 4 of this Request for Proposal. Please note that the Respondent’s Proposal is subject to rejection if Exceptions to the County’s Standard Contract are requested.

8.5 The Successful Respondent must agree to the following standard provisions:

Indemnification: Respondent agrees, to the fullest extent permitted by law, to indemnify and hold the County harmless from damages and losses arising from the negligent acts, errors or omissions of Respondent in the performance of the work under this Contract, to the extent that Respondent is responsible for such damages and losses on a comparative basis of fault and responsibility between Respondent and the County. Respondents are not obligated to indemnify the County for the County’s own negligence.

Independent Contractor: Respondent shall work as an independent contractor and not as an employee of the County.

Respondent shall be subject to the direction of the County only as to the result to be accomplished and not as to the means and methods for its own Federal, State and City withholdings taxes and all other taxes, and operates its business independent of the business of the County except as required by this Contract.

Confidentiality: Respondent acknowledges and agrees that all County information and records are confidential and will not disclose or make available this information or records to anyone outside the County organization unless authorized to do so in writing by the County.

Complete Agreement: Parties agree that this Contractor together with Jackson County, Missouri Request for Proposal No. 25-051 and Respondents response thereto constitute the complete and exclusive agreement between the parties which supersede all prior proposals or understandings or agreements, oral or written, and all other communications between parties relating to the subject matter of this Contract.

Notices: Any notice which either party shall be required by this Contract to give the other shall be in writing and delivered by mail addressed to the respective parties as follows, or to such other addresses, as the respective parties may designate from time to time.

County: Jackson County, Missouri 415 East 12th Street, Room 105 Kansas City, Missouri 64106

9.0 ATTACHMENTS

9.1 Attachment A – Purchasing Forms to be downloaded, filled out and submitted with bid:

9.1.1 Affidavit

9.1.2 Certificate of Compliance

9.1.3 Acknowledgment of Receipt of Addenda

9.1.4 Exhibit F – Exceptions

9.2 Attachment B – General Purchasing Information to be downloaded and ready prior to submitting your bid:

9.2.1 General Terms and Conditions

9.2.2 Exhibit A – Insurance

10.0 REQUIRED SUBMITTALS

10.1 The following information and/or forms MUST be submitted with your response to this Request for Proposal:

10.1.1 Affidavit

10.1.2 Copy of Certificate of Compliance

10.1.3 Acknowledgement of Receipt of Addenda

10.1.4 Respondent’s W9 Form

10.1.5 Two (2) Dedicated Email Addresses

10.1.6 Greater Kansas City Metropolitan Area Information Memo, if applicable

10.1.7 Respondent’s Proposal

10.1.8 Exhibit F – Bidder’s Exceptions

10.2 Failure to include any of the items listed in this Section may result in the REJECTION of your submitted bid.